Executive Coordinator Hybrid (Boston, MA)

EMD Serono•Boston, MA

2d•Hybrid

About The Position

Reporting to the Head of Healthcare HR North America, the Executive Coordinator provides operational support to improve business performance and reinforce a highly engaging, collaborative culture across EMD Serono. The role helps set strategic priorities by tracking focus areas and success metrics, owns day-to-day project delivery, and drives operational process excellence. The Executive Coordinator advances the operational effectiveness of the Healthcare HR NA organization by providing executive-level support, ensuring consistent administrative processes, and oversees communication platforms for aligned messaging and internal engagement while acting as the voice and face of the department. The role also strengthens culture and capability through coordination of team meetings, onboarding, recognition programs, and acts as a trusted advisor and integrator to keep Healthcare HR aligned and informed. Additionally, the role supports the US Commercial organization on special projects, including support for the President’s office as well as assisting with the coordination of large meetings and events both on and offsite.

Requirements

3+ years of experience working in administrative operations, executive support, internal communications, HR program support within a global or matrixed organization.
High school diploma or GED

Nice To Haves

Bachelor’s degree
Strong background in executive-level support, calendar management, meeting coordination, travel planning, and handling confidential materials.
Hands-on experience with project management
Experience working with people data analytics, including data collection, HR reporting, and interpreting workforce metrics to support business and talent strategies a plus
Comfortable using HRIS, data visualization, and analytics tools preferred.
Experience with internal communications, managing intranet platforms, drafting communications, and supporting leadership messaging.
Proficient in operational processes such as procurement, budget tracking, onboarding coordination, and vendor management.
Advanced skills in Microsoft Office Suite (PowerPoint, Outlook, Excel); familiarity with SharePoint, Teams, and internal knowledge-sharing platforms.
Experience preparing meeting agendas, minutes, and action plans for leadership and cross-functional teams.
Demonstrated ability to manage multiple projects simultaneously with high accuracy, discretion, and attention to detail.
Strong organizational and project management skills; able to deliver high-quality outcomes within tight deadlines.
Excellent written and verbal communication skills, capable of creating clear, engaging content and building strong relationships at all levels.
High degree of professionalism, integrity, and discretion in handling confidential information.
Flexible and culturally competent, able to work effectively across international teams and adapt to changing business needs.
Ability to communicate openly and share information to foster trust while encouraging constructive debate, making informed decisions, and ensuring shared commitment to outcomes.
Demonstrated willingness to take risks and stand up for what is right while prioritizing the needs and experiences of customers and patients in all decisions.
Uphold ethical standards and being honest in all interactions.
Ability to streamline processes to focus on what matters and creates impact and acting quickly to adapt to changes.
Demonstrated ability to embrace new ideas, challenge the status quo, and seek innovative solutions while valuing diverse perspectives and treating others with respect and dignity.

Responsibilities

Works closely with the Head of Healthcare HR North America to set priorities, define success metrics, and improve performance.
Supports high-profile, cross-functional projects; convenes stakeholders to drive decisions and delivery. handles confidential materials
Provides project management support for the team ensuring timely and impactful execution and alignment.
Supports people data analytics by collecting, analyzing, and reporting workforce insights to guide strategic business decisions and measure effectiveness of programs.
Collaborate with leadership and team to develop a clear strategic roadmap and timelines that align with overall business goals.
Anticipate and communicate deadlines throughout the year and create integrated HR timeline/calendar to ensure clarity of responsibility, accountability, and deliverables.
Leverages technology to standardize workflows, streamlines processes, and maintains audit readiness; drives continuous improvement.
Creates executive-ready presentations and materials for leadership and global audiences.
Provides high-level administrative support to Head of Healthcare HR NA (complex calendar, meetings, travel logistics).
Prepares and facilitates structured HR team meetings end-to-end: pre-align agendas and clear asks, ensure all critical topics are covered or delegated, facilitate on-time meetings, capture minutes and actions, and drive timely follow-up and decision tracking; keeps KPIs and budget planning on track.
Prepares leadership for key meetings and engagements by coordinating stakeholders, confirming requirements, and developing concise briefing materials.
Oversees procurement processes including sourcing, vendor management, contracts, requisitions, invoicing, approvals, and budget tracking; provides procurement training to relevant functions. Partners with Finance/Controlling on budgeting, reconciliation, and reporting.
Maintains org charts, distribution lists, and key operational documents.
Plans and executes internal events ensuring seamless logistics, effective communication, and alignment with organizational objectives.